Budget Calculator

Enter the items and services you think you might need on our nearly comprehensive list, then click for an estimated total budget and cost per attendee.

Number of Attendees:

Room Cost

(Use this section for attendees, guests, and staff who will be on Master Account)

Number of Rooms:

Number of Nights:

Cost per Room:

Subtotal - Room Cost

Convention Marketing

Graphic Development:

Collateral Production: (teaser, pre-registration kit, reminder, etc.)

Web Site Development:

Video Production:

Admin Support: (not including staff)

Postage:

Subtotal - Convention Marketing

Convention

Office and Registration Area

Banners: (usually a good idea to get two)

Signage: (signage for entire convention)

Convention Material: (binders, pocket agendas, etc. [do not include gifts])

Equipment Rental: (copier, fax, phone lines, etc.)

Computer Rental:

Walkie Talkies: (usually $20/day/radio)

Furniture: (registration desk, special chairs, etc.)

Business Center Fees:

Coffee Service: (staff only — don't forget the AV crew!)

Admin Support: (not including staff)

Subtotal:

Gifts

Number of Gifts: (registration packet, in-room, etc.)

Cost per Gift: (average cost between all of them)

Subtotal:

Awards

Number of Awards:

Cost per Award: (average cost between all of them)

Subtotal:

Entertainment

Feature Act(s): (name act, dance band, etc. [not including theme parties or offsite events])

DJ:

Background Music: (wandering strings, piano, jazz trio, etc.)

Props and Decor: (not including theme parties or offsite events)

Activities: (training packages, group/experiential activities, etc.)

Guest Speaker(s):

Onsite Photographer:

Subtotal:

General Session

Production of Opening:

Equipment/Labor:

Set:

Security: (usually $15/hour)

Electricity: (average costs = $600 - $1,500)

Subtotal:

Breakout Sessions

Number of Breakouts:

AV Equipment: (per session: basic setup = $450/day )

Production Elements: (per session: video, props, handouts)

Subtotal:

Speaker Support Production

(General Session Only)

Length of Speeches: (total of all speeches - in minutes)

Images per Minute: (four is average, eight is fast)

Cost per Image: ($60 is average, $90 is high)

Subtotal:

Offsite Event

Venue Rental:

Food and Beverage:

Entertainment:

AV Equipment/Labor:

Transportation:

Admin Support: (not including staff)

Subtotal:

Theme Party

Props and Decor:

Food and Beverage:

Entertainment:

AV Equipment/Labor:

Admin Support: (not including staff)

Subtotal:

Subtotal - Convention Production

Food and Beverage

Breakfast

Number of Breakfast Events:

Cost per Attendee:

Subtotal:

Lunch

Number of Lunch Events:

Cost per Attendee:

Subtotal:

Dinner

Number of Dinner Events:

Cost per Attendee:

Subtotal:

Coffee Breaks

Number of Break Events:

Cost per Attendee:

Subtotal:

Subtotal - Food and Beverage

Staff Travel and Expenses

Site Inspection

Number Traveling:

Number of Days:

Number of Rooms:

Cost per Room: (per staff member - per day)

Airfare: (per staff member)

Car Rental:

Expenses: (per staff member)

Subtotal:

Onsite

(room costs already accounted for)

Number Traveling:

Airfare: (per staff member)

Car Rental:

Expenses: (per staff member)

Subtotal:

Subtotal - Staff Travel

Budget Summary

Subtotal - Room Cost:

Subtotal - Convention Marketing:

Subtotal - Convention Production:

Subtotal - Food and Beverage:

Subtotal - Staff Travel:

Total Convention Budget:

Average Cost per Attendee: